How To Write a Letter of Ordering Goods (With Template)
Updated July 24, 2023
If you're looking to purchase products or goods from a seller, writing a letter allows you to express interest, request the purchase and record the transaction details. By writing an effective letter of ordering goods, you can state your intent clearly to a seller and complete transactions successfully. Learning about how to write a letter of ordering goods can help you write an informative one of your own.
In this article, we explain what a letter of ordering goods is, outline the steps for writing one and help you create your own by providing a template and example.
What is a letter of ordering goods?
A letter of ordering goods is a document that acknowledges a transaction and expresses the details of a sale. For example, it typically states the name of the purchased item and describes the product's characteristics, including its features, color and size. The document usually includes details regarding the number of products ordered, the mode of payment, date of transaction and shipment plan. It may also include personal information like your contact details and shipping address. These documents are official papers and may hold legal value.
Why is a letter of ordering goods important?
A letter of ordering goods is important because it creates a formal receipt for a transaction. These documents hold legal recognition, meaning that legal professionals can use them as evidence in disputes over purchases. In addition to providing legal protection to buyers and sellers involved in a transaction, these documents also create a written record of product details requested by the purchaser. This record expresses the purchase details to make it easy for the seller to meet the buyer's expectations. They may also use the letter for reference to clarify order preferences or to identify mistakes after the order's arrival.
How to write a letter of ordering goods
Here are the steps for writing an order letter:
1. Know what to include in an order letter
The first step toward writing a formal letter of ordering goods is to know what one includes. Here are the parts of an order letter:
Subject: The subject line appears near the top of the letter, typically centered on the page. It's a descriptive statement that expresses the letter's intent, such as "order 15 office chairs."
Salutation: Use a polite salutation to greet the reader. Address the seller by their name if possible, or use an alternative like "Dear seller" if there's no name available to use.
Introduction: The first paragraph of the letter offers a brief introduction. If it's your first time contacting the seller, introduce yourself or the company that you're making the purchase on behalf of, or provide a general overview of your intent to purchase if you're worked with the seller before.
Order details: In this section, provide details regarding your order, including what products you're purchasing and your preferences for color, style, brand, size and other characteristics. When purchasing multiple items of different types, consider using separate paragraphs for clarity.
Payment details: Next, describe how you plan to pay for the order. If needed, you can include your payment information in this section, or you can refer to another payment method like a check or money transfer.
Shipping instructions: In this section, provide instructions for shipping and delivering the order. Name any specific shipping companies you prefer and include a deadline for the delivery.
Special instructions: For orders with special instructions, create a separate section to list these. Having a designated section for special instructions ensures the seller sees them.
Expression of future business relationship: If you're placing an order as a representative of your company and you wish to continue a partnership with the seller, include a statement expressing your interest in a partnership. For example, if you want to work with the seller as a regular supplier for your company, this is a great place to acknowledge the value they offer your organization.
Contact information: List your contact details to make it easy for the seller to communicate with you. This allows them to contact you with questions or if they face a problem with filling your order.
Closing: End the letter with a polite and professional closing. Thank the seller for their time and effort, and finish the letter with your signature.
2. Create an outline
After learning about the parts of a letter of ordering goods, prepare an outline for your own letter. Consider what information you need to include based on your relationship with the seller, the products you intend to purchase and whether you're placing your order as an individual or on behalf of a larger organization. You may not need to include all the typical sections of an order letter, so use this stage of the writing process to determine what information is most relevant to your document. For example, you can exclude the special instructions section if you have none.
Outlining helps you organize your thoughts so you can easily fill in each section during the drafting stage of the writing process. By creating distinct sections within your letter, you make it easy for the seller to review your expectations and fulfill them. Outlining can make your writing process more efficient. It allows you to determine what content to include before you begin drafting, which means you may spend less time brainstorming content.
3. Write your draft
Once you've formatted your outline, start writing your content. During the drafting stage, your writing can be informal or even incomplete. Focus on getting your ideas down on paper and organized effectively for your reader. You can develop your content over several drafts to ensure your writing is complete, accurate and professional. The drafting process helps you finalize your content and adapt it to fit your audience's expectations of tone and clarity.
4. Revise and proofread
Finish your letter by revising and proofreading it. Revising involves reviewing the letter for organization, clarity and correctness. Proofreading means reading the letter to identify minor errors in spelling, grammar and tone. Before submitting, make sure you've included all the necessary details regarding your order and that you've organized your letter into distinct paragraphs. Review the letter for professionalism by fixing any spelling or grammar mistakes and using professional language. You can make your tone more formal by spelling out words and avoiding slang.
As a proofreading strategy, try reading your draft aloud. Either read it to yourself or have someone else read it to you. This is a great technique for finding awkward phrasing that may detract from the clarity of your writing. Another option is to walk away from your writing for a few hours or overnight. Returning to your draft with a fresh perspective may help you catch small mistakes. Lastly, try reading your draft backward. This strategy takes each sentence out of context so you can focus on the language.
Letter of ordering goods template
Here is a letter of order goods template that you can use to write your own:
Date: [Sending date]
From: [Your name]
To: [Recipient's name]
Subject: [A short statement indicating the letter's purpose]
Dear [Seller or seller's name]:
As per our discussion on [date], I'm writing to order [order description, including the name of the product you're ordering, quantity and relevant characteristics].
I intend to pay by [explain payment method or include any payment details needed to complete the transaction].
If possible, I'd like to have the items delivered by [date].
Should any concerns arise, please contact me at [your preferred contact method and details, such as your phone number or email address].
I'd also like to thank you on behalf of [insert company name]. We appreciate your services and look forward to your continued partnership.
To upload the template into Google Docs, go to File > Open > and select the correct downloaded file.
Letter of ordering goods example
Here's a sample of an ordering goods letter:
From: Clifford Sutton
To: Sasha Petrov
Subject: Ordering 10 Folding Tables
Dear Ms. Petrov:
As per our discussion on 11/19/21, I'm writing to order 10 6-foot folding tables from your business for an upcoming company holiday event. You list the tables at $50 each in your company's digital catalog.
I intend to pay by check, and I've enclosed the payment of $500 in this letter.
If possible, I'd like to have the items delivered by 11/23/21.
Should any concerns arise, please contact me by phone or email. You may email me at email@example.com or by calling me at 644-566-2299.
I'd also like to thank you on behalf of Sutton Farms. We appreciate your services and look forward to your continued partnership.
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